Your step-by-step Selima Start Up Guide · Selima calculates journeys using bing maps, you can...
Transcript of Your step-by-step Selima Start Up Guide · Selima calculates journeys using bing maps, you can...
Your step-by-step Selima Start Up Guide
To set up your Selima account you will need: email, bank account details, car reg, make and model if applicable.
Logging on & Account Set Up
You will then arrive at the Home page
Adding Personal & Bank Details (Self Service / Profile)
You will then arrive at the screen below
Enter the username and password you have been given,
remembering they are case sensitive.
If this is your first time logging on you will be given the option to
change your password to something more memorable for you.
Passwords will not expire or require updating unless you choose
to.
By clicking the ‘Remember me’ box you will save password to avoid
having to type it in every time you revisit the site.
The initial password you are supplied with remains active for 3
months, after this you will need to reset by clicking ‘Forgot
Password’ or contact us for another email to be sent out.
Click ‘Self Service’, then
select ‘Profile’ from the drop
down bar.
The screen will open in the ‘Personal’ tab –
here you can edit personal information and
change your password, click the blue ‘Edit’
button in the top right corner to do so.
To add bank details click ‘Bank’ from the
menu on the left hand side, once the Bank
screen opens click the blue ‘Edit’ button in
the top right corner.
Ignore all other menu headers.
Now your personal and bank details are complete, it’s time to add your vehicle.
Adding a Vehicle (Self Service / Expenses)
This box will then appear
To navigate from
the Bank Details
page;
Click ‘Self Service’
Click ‘Expenses’
In the Vehicles box on the right
hand side;
Click ‘Add’
Enter vehicle registration and boxes
marked with a red star *
Click ‘Save’.
To add more than one vehicle
simply repeat process.
MOT & Insurance – You are not
required to complete this.
Add your account details to the relevant
fields, then click ‘Save’.
Claiming for bicycle journeys
Above the Vehicles box you will see a Driving Licence Info box, you are not required to complete your Driving License
details on Selima.
Creating a mileage claim (Self Service / Expenses)
Either option will bring up this screen
Add date if not auto-filled.
Select vehicle used.
Enter reason for travel and any
other info requested by your Task
Manager such as number of hours
volunteered.
You then need to enter the
Journey details, if you know the
postcodes for your locations click
‘Enter journey details’,
if not, click
‘Unknown Postcode’
To give you the option to claim for
bicycle journeys click ‘Use Bicycle’.
There are a couple of ways you can
do this, either;
Click ‘Mileage’ (you’ll then need to
add the date you wish to claim for)
or
Click the + button in the date for
which you want to claim for (this
automatically adds the date for the
claim).
For volunteer roles which do include driving as
part of the role (not just getting to and from)
appropriate information will have been
captured through your Registration form.
Enter journey details
Unknown Postcode
Enter starting point postcode under My Locations and click
‘Add’. The first half of a postcode will also be accepted if exact
postcode is not known.
The grey text underneath will show location details for that
postcode, if correct, click ‘Add’ again and the location will
appear below.
To save the location click the save icon, give the location a name
and click save again. Once you have saved a location it will then
be available in the ‘My Locations’ drop down menu for future
use.
Repeat, with the postcode of where you were travelling to.
Once two locations are entered you will be given the option
to ‘Return to Start’ for a standard return journey.
For a journey with mulitiple calling points continue to add
location postcodes as in last slide.
Selima calculates journeys using bing maps, you can check the
route it has identified by clicking ‘Map’.
If the mileage is incorrect for your route you can click and
alter the details in the ‘Miles Claimed’ box.
You can save a regular journey into your Favourites by clicking
‘Memorise Journey’, then give the journey a name and click
‘Submit’
Once all journey details have been entered and you are happy with the claim click ‘Save’
If you don’t know the postcode
for the location you visited click
‘Unknown Postcode’ as shown
3 slides previously, and click to
enter mileage manually.
Save as described previously.
Your journey details have now been saved - but have not yet been submitted.
Creating an Expense Claim (Self Service / Expenses)
In addition to mileage you may also have additional expenses such as public transport costs, parking receipts and
costs for miscellaneous equipment as required for your volunteering. These costs should be agreed upfront with your
Task Manager and wherever possible overnight accommodation should be booked using Redfern. Receipts should be
available for all claims.
Favourites & Duplicating a Claim
You can save regular journeys and locations as favourites to speed up future claims but they will not show up on the
Expenses home screen until they have been starred. To do this follow the guidance below.
Click either Favourite
Journeys or Favourite
Locations and ‘Show All’.
Then click on the star for the journeys / locations you want to see
on your Expenses home page. They will show up on your
Expenses home page soon after.
As with Mileage claims click either
‘Expense’
or
+ on calendar, ‘Expense’
Complete all category’s marked with a red
star *
You can view our expenses policy here for
clarification of what can & can’t be
claimed.
If you select a receipt as evidence this box
will appear, click to attach scan or photo of
receipt if saved on computer.
Once complete and receipt has been
attached click ‘Save’. It will now appear in
the Unsubmitted box.
To duplicate a claim simply click on the one you want to copy in the calendar, click ‘duplicate’ and edit details as
appropriate.
Recalling a Favourite Journey
Submitting Mileage and Expenses Claims (Self Service / Expenses
This screen will appear
Your claim has now been submitted – you will receive an email to confirm when it has
been approved or rejected.
Help & Support
The Unsubmitted box keeps track of the claims
that have yet to be submitted, and a cumulative
total of miles travelled. Found top right corner of
expenses home screen.
When you wish to submit your claim to your Task
manager click ‘Submit Claim’.
You can remove any claims you don’t want to submit
yet by clicking on them, this will update the total at
the bottom.
Add a description, such as ‘September’s expenses’
Check the approver is correct (usually your Task
Manager). If this information is incorrect please let us
know by emailing
[email protected] or calling
0303 040 4040 (option 2).
Click ‘Submit’, you will then be asked to confirm
submission before your claim is sent through to your
Task Manager for approval.
The ‘Need a Hand?’ tab can be found at
the bottom left corner of every page,
here you will find short demonstration
videos guiding you through the Selima
system.
Once you have starred some favourite journeys
(see above) click the ‘Use’ button for the ones you
wish to replicate. You will still need to add date
and description.
For favourites not starred click ‘Favourite
Journeys’ and select from the list.
Volunteering for more than one role
If you carry out more than one role, managed by different people, you will need to submit your claims to the
appropriate approver. Your Selima account will be set up for the first role you started with the Trust and so we need
to be notified about any additional approvers (either by yourself or your Task Manager) using the ‘phone number or
email below. To choose the appropriate approver for a claim enter your account as usual (see above), then click
How long until I receive my expenses?
If your expenses have been signed off by your approver by Friday afternoon on the week of submission they should
appear in your bank account the following week. You will receive an email to confirm when they have been
approved.
Please note –
Please continue to inform your Task Manager of the number of hours you have volunteered
The personal details you supply to Selima are held securely with them, please let us know of any
change of address so we can update our records at the Trust accordingly.
The initial log in details you receive will expire after 3 months if not used.
To add or remove a Task Manager please contact us by the ‘phone or email above
Thank you for using Selima!
For any further support or feedback please call or email us (manned during office hours)
0303 040 4040
To choose the appropriate approver for a claim
enter your account as usual (see above), then
click the approvers name. Your default approver
will have a green briefcase symbol next to their
name, to change click on the approver you wish
to send your claim to.
This text box will appear, click ‘Confirm’.
By adding an additional approver this sets up a new account within
Selima, as such you will need to go to ‘Profile’ and enter bank
details and ‘Self Service’ to add vehicle details. Favourites and
existing claims for other volunteer roles will not show on this page.